Gt l

PROJECT TITLE

By

[Your Name]

[Your Teacher’s Name]

[Your Class]

[The Date]
Table of Contents
Understanding the Problem

- Problem Statement

- Preliminary Investigation

- Information System Diagram

Making Decisions

- Analysis Report

- Design Specifications

Designing Solutions

- Design Tools

- Technical Specifications

Implemetation

- Conversion Method

- Participant Training

- Initial Testing

Testing, Evaluating and Maintaining.

- Testing

- Evaluation

- Maintenance
Section I Understanding the Problem

I. Problem Statement
The school needs a system which promotes the benefits of itself to the
community while targeting new and existing parents along with
students and the influence of community perception.

II. Preliminary Investigation

a. Problem
To solve the problem a new system must be created which shows
benefits of Greystanes High to the community. It needs to widely
acknowledged but at the same time cost efficient. The client will only
see results if the new system is created yet at the same time properly
distributed/accessed
b. Data Collection
The survey is attached in the appendix
The survey was given to existing students for their parents and friends.
It was also handed out to the council representatives in order to gather
a communal perspective to GHS.
The survey results showed information about the school was passed
mainly through word, and the existing system of brochures and
newsletters were overlooked. It was found out from the survey that
between the information systems listed, both the website and the
brochure were the most popular. It was also suggested that a link be
developed between them. Other suggestions included TV ads and/or
radio ads.
Currently the school is seen with a good image in the area. The
discipline uniform was highly regarded. Along with this, sports and
technological facilities seem to impress both parents and students.
Expectations are quite high for Greystanes High, as it is already seen
as a better school than most. Most people required good discipline,
professional and dedicated teachers, effective communication to keep
parents involved/informed. Facilities were also a great concern for few;
however it was undermined with the image of the school as uttermost
importance.
Information required for most parents included the past results of the
school, awards and other achievements.

The Data collected was in most terms valid and useful for the
understanding of what is required in this new system. The questions
could be appealed to all audiences and no sort of discrimination was
encountered. However, the questions were in some terms too general
yet still provided data that would steer the fate of the system.

c. Requirement Report
The new system will need to be easily accessible and distributive while
offering positive ideas about Greystanes High school in which parents
and students can easily understand and comprehend the qualities of
Greystanes High School.
The problem of the client has to be met through various ways as there
are many requirements that will be discussed. As the data has shown,
values and perception is highly looked upon by parents, whereas the
 students focus more on what the school has to offer and how they will
be enriched in joining. The information put in the system will be the
highest determinant of the success the system will have. It will also
influence the effectiveness and its power to persuade why Greystanes
is the school to be. Basically, the new system will offer a more effective
system in which the users/participants will be able to find out about the
school opposed to the limited method of the old system.

d. [Project Plan – identify tasks & time frame, Gantt chart]

Kevin and Darshil:
Understanding the
Problem

Preliminary
Investigation
Problem statement
Survey (data
collection)
Requirement report
Project plan

Information System
diagram

Time (day) 1 2 3 4 5 6 7
Freeman/Group:
Making
Decisions

Analysis Report
Potential
solutions
Feasibility Study
Recommendation

Design
Specifications

Time (day) 8 9 10 11 12 13
Darshil:

e. [Project journal – outlining what was done each period during the task]

Date Journal Entry

22.6 Group: started work, initiation of roles and schedule.
A brief discussion of aims and objectives
24.6 Darshil: refined Gantt chart continued with
understanding the problem. General revision.
25.6 Group: continuation of Understanding the problem,
further scope of problem.
30.6 David: Data collection with help of group
Kevin: Requirements report with help of group
Darshil: Survey dissemination
2.7 Group: Understood the problem completely, looking
at different solutions.
Kevin: Undertook feasibility study
Friday 8.6
 III [Summary with a Information System diagram]

Purpose
• To create a new system that allows the promotion of
Greystanes High school

Information Processes
• Collect data of features and characteristics of GHS
• Organise data in scope of the good which will create desired outcome
in its understanding
• Store the data in the medium which is to be presented
• Process the data to information that expresses a waypoint of attraction
to Greystanes High.
• Transmit information to participants and receive modifications to further
sustain the system.
• Display completed system to participants.

Participants Data/Information Information Technology

• Students • Greystanes promotional • Computers

• Parents information • Input and output devices (i.e.
monitors and printers
• Community • Data from employees
• Subsequent equipment
• Greystanes High and records. related to final solution
School
Section 2 Making Decisions

I. Analysis Report
a. Potential Solutions

• Informative Website
• Educational Movie
• General Poster

b. Feasibility Study
 c. Recommendation
1. Informative Website
Description An interactive and
informative website
which allows the user to
understand the positives
of the school.
Advantages 1. Easily accessible
2. Organised
information
3.Many mediums to
deliver information
Disadvantages 1. Not 100% penetrable
i.e. not everyone has
internet
2. Some technicality
needed to produce an
effective website
3. Maintenance can be
lengthy/difficult in some
cases
Technical The school has all
equipment to host,
maintain and create a
website. Traffic may
increase which might
require further
hardware.
Operational The support will be
evenly distributed
between the necessities
and the extra extent. It
will meet both
requirements of the
problem and at the
same time win over the
support from users.
Economic The cost will not be
significant, as all
required equipment and
services are already
available and future
need for a new server
will be justified by the
returns of more
participants becoming
aware of GHS
Scheduling Time will not be friendly
in this system, but it is
perfectly possible. The
website will need to be
tested time and time
again before it is
implemented. Other
than that, it will meet the
schedule requirements.
2. Educational Movie
A visual approach to
show the school and
allow students/parents/
community to view
sociality.
1. Easily captures the
audience
2. Entertaining and
visual
3. Presentable to a
large audience
1. Hard to produce
2. Many variables to
effectiveness
3. Easy to lose track
and hence sustainability
It will require amateur
video cameras which
the school possesses.
The distribution will also
be handled by current
DVD Writers installed in
school computers.
This will certainly fit into
the organisation, but will
not absolutely satisfy
the problem with exact
measures required. It
will be utterly hard to
produce and that too will
be varied.
The cost for mass
producing this solution
will be the only problem,
however the mass
production will either
result in a positive
outcome or a less than
productive satisfactory
outcome (in terms of
media spread)
Time is highly varied
within this new system
as the production of the
movie contains many
variables which will
effect time indirectly.
Editing will need to be
performed and the right
data has to be ensured.
3. General Poster
A static expression on values of
GHS, and showing the advantages
of the school.
1. Cheap
2. Quick/efficient
3. Large spread
4. Expressive
1. Careful planning of its presence
needed
2. Slight mistakes can alter its
effect
3. Lengthy in dissemination
There will be minimal stress put on
the Technical aspects. The most
that will be required is basic
publishing software and a third
party printing system for mass
production.
The poster does not entirely fit into
the organisation’s demand as it will
severely compromise the schools
image to a wide audience and will
not allow the desired outcome in
terms of effectiveness.
This is perhaps the most economic
friendly solution as it does not
demand much of the equipment
and methods to produce this are
quite simple.
The schedule will be able to fit into
this system comfortably. It will offer
no real stresses on time but the
most consumed part will be the
actual designing of the solution
which will have to be tested for its
efficiency and effectiveness.
As per the above feasibility study and all other data acquired about the
system/problem, it has come to conclusion through various reasons that
solution 1: The Website, be chosen as the solution to the problem.
Even though it poses slight difficulty in schedule compared to the poster, it
has effectiveness that none of the other solutions offer.
Firstly it has a wide audience which allows deeper penetration within the
community, students and parents. This is a part of the main goal outlined in
the problem statement.
Secondly, it is flexible in a sense of what goes into the website and the ease
of changing data/information whenever necessary from any computer. There
are many ways information can be received by the participants such as
images, text, movies, and many other effective mediums.
Lastly, its economic, operational, technical and even scheduling requirements
meet adequately in the problem and the solution delivers all that is necessary
(whereas solution 2 offers too much and solution 3 offers too little).
It is with this reasoning and evidence that the first solution is chosen to fix the
problem and in result create an effective system for awareness of the school’s
positive attributes.

II. Design Specifications

[Provide details of what you require to solve the problem – hardware,
software, and input, output processing]

Requirements Reasons for use

Hardware: Web server, Computers
Software: Microsoft Expression
Web/FrontPage
Input: GHS data/information
Output processing
This has to be used to operate the
website and any
changes/developments to it.
The software has to be used because
it allows an easy and effective way to
enter information and organise it in
which it will process it to a desirable
outcome.
The data/information needs to be
used in order to present the
participants for something to
understand: GHS and its benefits.

Section 3 Designing Solutions

I. Design Tools (diagrammatic tool that describe the information

systems that will operate in your project.

a. Context diagram (summary)

 b. Data Flow Diagrams (multiple processes interacting together
show data flow)

II. Technical Specifications

a. Hardware

Website Server
Pentium Xeon/Pentium 4 2.4-2.8 GHz
1GB RAM
100/1000 mbits Ethernet connection
Intel server chipset

Website Client

b. Software
Microsoft Expression Web
Microsoft FrontPage

Section 4 Implementation

I. Conversion Method
a. Phased Conversion
Is the gradual implementation of the new system but some of the
system is still referred to the old system but one by one the new
system gradually replaces the old system but never fully replaces
as if there is a problem they are still able to refer to the old system.

b. Out of the 4 conversion methods we decided to go with the

Phased Conversion as it u are still able to refer to the old system
if the new system fails.

II. Participant Training

[To ensure participants know the new system]
a. The audience would be informed about the new website in the
school Mercury, and flyers that would be posted into mailboxes.
By doing so, we can guarantee that neighbouring people
acknowledge the benefits in attending our school.

b. [Provide details of any documentation you will provide

participants. Actual documents should be in the Appendix]

III. Initial Testing

[Outline the data and methods you are going to use that will ensure
your system works under a variety of conditions].

Section 5 Testing, Evaluation and Maintenance

 I. Testing The website works perfectly (as in, it is operational and
on the internet).
a. Test that the website would be operational and the host can
continually maintain and update the information.
b. [Outline the data and methods you are going to use that will
ensure your system works under a variety of conditions].
c. [Tabulate the results]

II Evaluation The website does provide information about how

Greystanes High School can be promoted. We still need more
feedback from the audience to ensure that it satisfies the
purpose into convincing them to join our school. Otherwise, the
promotion of our school was quite successful.
a. A survey was constructed and random people (including new
parents, and some teachers and parents/students who already
attend the school) were asked to complete the questionnaire so
we could see the varying results and reasons why people chose
to attend/not attend our school, and to make amendments if
need be.
b. [Summarise the results – actual questions etc should be in the
appendix]
III. Maintenance [Ongoing evaluation and adjustment]
a [Outline the methods you are going to use to ensure that a
process exists for adjustments and minor modifications to the new
system.]
b. [Documentation – The maintenance process should be included in the user
documentation.]
 Appendix

Parent/Student Survey

GHS Survey – School Promotion Information System

Please answer these questions about the current and desired system for
promoting the school to parents, students and the community:

1. How do you find out about the school, and are those ways effective?
______________________________________________________________
______________________________________________________________
______________________________________________________________

2. From the list below, which is the most suited system for you to receive
information about the school?
a) Website
b) Brochure
c) Email
d) Presentation
e) Newsletter
f) Other: _________________

3. What is the held perception of the school?

______________________________________________________________
______________________________________________________________
______________________________________________________________

4. What do you as a student or a parent expect from Greystanes High

School?
______________________________________________________________
______________________________________________________________
______________________________________________________________

5. What would you like to know about Greystanes High School?

______________________________________________________________
______________________________________________________________

Thank you for your valuable time.